EVERIAL Canada transforms your analog documents and media—whether large volumes or day-to-day needs—into structured, secure digital information that can be immediately used in your business processes.
70 MILLION IMAGES PROCESSED EACH YEAR
From digitization to indexing, for information that can be put to immediate use.
EVERIAL supports a wide variety of documents and analog media: administrative files, paper archives, photographs, blueprints, large-format documents, microfilms, and microfiches.
Capture methods and equipment are selected based on the format, the condition of the originals, the volume to be processed, and the required level of quality.
The service goes beyond simply producing a digital copy. Documents are prepared, scanned, reviewed, indexed, and filed according to your organization’s needs.
When the project requires it, optical character recognition (OCR) makes the content searchable by keywords and facilitates the search for information.
Scanning can be performed at EVERIAL’s processing centers or, when project requirements dictate, directly at your facilities.
This on-site solution utilizes specialized staff, high-performance scanners, and customized software tools that are integrated into your workflow.
Paper documents and unstructured files make it difficult to access information. As volumes increase, searching for, sharing, and preserving them requires more time and resources.
Your teams have to search through several files, archive boxes, or storage areas before finding the right document.
The accumulation of records or a large daily volume of data may exceed your teams’ processing capacity.
Mishandling, loss, damage, or insufficiently controlled access can compromise sensitive or critical information.
Different naming, indexing, or classification rules limit the accuracy of searches and the use of documents.
Without a documented process, it becomes more difficult to track a document’s handling and demonstrate that its integrity has been maintained.
A digitization workflow tailored to your document formats, volumes, and use cases enables you to organize information in a sustainable way and make it more quickly accessible and usable.
Convert a large volume of paper documents into structured, accessible digital information. This process makes it easier to access the documents and can reduce physical clutter, depending on your retention policies for the originals.
Set up a recurring digitization schedule for documents received or produced each day. The files are prepared, reviewed, and transmitted according to the frequency agreed upon with your colleagues.
Scan blueprints, photos, microfilm, microfiche, or documents that are difficult to handle. A digital copy makes them easier to use while reducing the need to repeatedly consult the original document.
Organize and index your documents before integrating them into an EDM, IDM, or business application. Metadata and classification rules enable users to find and utilize the data they need more quickly.
EVERIAL Canada supports public and private organizations that handle large volumes or sensitive documents. Each project is tailored to the sector’s operational realities, applicable retention rules, confidentiality level, and traceability requirements.
Financial
Insurance
Medical
Municipal
Government
01
Documents are received at our processing centers or picked up at your location. Their volume, condition, format, and processing guidelines are verified before production begins.
02
The documents are prepared for scanning: staples are removed, pages are reordered, batches are separated, and any special features are identified. This step is essential to ensure the quality and completeness of the scanned documents.
03
Documents are scanned using specialized scanners. The images can then be straightened, cropped, or enhanced to produce a file that is accurate, legible, and meets the defined criteria.
04
Documents are indexed and classified according to the project's guidelines. A quality control check verifies, among other things, the legibility of the images, the presence of all pages, and the quality of the associated data.
05
The files are transmitted securely or integrated into the designated system. The original documents are then placed back in their boxes, returned, or sent for destruction in accordance with the procedures agreed upon with the client.
Before we begin, our teams analyze your media, document volumes, security requirements, and the intended uses of the scanned documents. Working with you, they define the rules for document preparation and indexing, output formats, quality controls, and the procedures for delivering and managing the originals.
Throughout the production process, monitoring allows us to adjust the processing line to address any challenges that arise. For recurring projects, the system can then be adapted to your volumes, deadlines, and your teams’ needs.
Structured digitization makes it easier to find, share, and integrate information into your organization’s activities.
Authorized users can find documents without having to search through multiple boxes, binders, folders, or physical locations.
Outsourcing preparation, digitization, and verification reduces the amount of manual work handled by your internal staff.
Indexing, classification, and quality control help minimize the number of incomplete, misnamed, or hard-to-find files. Process traceability and access rules also help preserve the integrity and confidentiality of the information.
The service is equally well-suited to a one-time large-scale project as it is to a daily digitization program, without requiring the purchase, deployment, or maintenance of professional-grade equipment.
The digitization workflow is tailored to your document environment. The goal is to deliver structured, actionable information that is compatible with the tools used by your organization, without unnecessarily disrupting your existing processes.
These projects demonstrate EVERIAL Canada’s ability to handle large, specialized, or sensitive document collections.
Every project begins with a thorough understanding of your documents, your constraints, and the intended use.
We then design a customized digitization workflow to provide you with reliable, structured, and immediately actionable information.
Ian HERNANDEZ
Director of Operations – EVERIAL Canada
A digitization project must protect original documents, output files, and indexing data. This security relies on documented processes, controlled access, regular audits, and traceability appropriate to the sensitivity of the information.
A company can digitize paper documents, forms, photographs, blueprints, administrative documents, microfilms, or microfiches. The method used depends on the format, the condition of the media, the volume, and the intended use of the digital version.
Scanning a document primarily involves creating an image. Professional scanning also includes document preparation, equipment setup, indexing, quality control, traceability, and delivery in a format suitable for its intended use.
Yes. The service can handle everything from one-time digitization of a large document collection to the regular processing of new files. The production workflow is tailored to the volume, frequency, and expected turnaround times.
A digital copy may serve as evidence when the transfer of the medium is documented and the process ensures, in particular, its integrity, accuracy, and traceability. However, the applicable requirements depend on the type of document, its retention period, and the organization’s legal context.
Optical character recognition, or OCR, converts the visible content of an image into text that can be processed by software. It can facilitate searching, automatic indexing, and the extraction of specific data.
Yes, an on-site service may be considered depending on the project’s security, transportation, or confidentiality requirements. EVERIAL Canada can then deploy specialized personnel, professional scanners, and software tools tailored to the task at hand.
The originals may be returned to their boxes, returned, retained, or destroyed in accordance with the rules agreed upon with the client. No source documents may be destroyed until the reviews are complete and the applicable retention procedures have been approved.
EVERIAL Canada has an active presence in Quebec and offers its services nationwide. The procedures for collection, on-site processing, or transfer are determined based on the project’s location and constraints.
EVERIAL Canada supports you at every stage of your document management processes, from document receipt and processing to management, automation, and archiving. Discover the services and solutions that can complement your digitization project.
We handle your document management processes, from scanning to archiving.
Software solutions designed to capture, manage, and automate your document workflows.
Whether you need to streamline your processes, ensure compliance, or transform your hybrid workflows, our experts are here to advise you.